The Catholic University of America

Archived 08/25/05

Tuition Assistance (HR 6.8.6)


Contents
Policy (HR 6.8.6.1)
Authorization (HR 6.8.6.2)
Eligibility (HR 6.8.6.3)
Financial Arrangements (HR 6.8.6.4)

Policy (HR 6.8.6.1)

The University encourages employees to continue to pursue educational goals and interests. To facilitate learning opportunities, the University offers tuition assistance to regular full-time and regular part-time employees and to their spouses and dependent children by birth or by adoption. The amount of tuition assistance offered to part-time employees and their spouses and dependent children is pro-rated based on the number of hours the employee works. Temporary employees are not eligible for tuition assistance. Tuition assistance benefits are for enrollment in courses offered by The Catholic University of America and the other member institutions of the Consortium of Universities of Washington, D.C. (when the courses are certified by the cognizant dean/department chair as required for the student's program and are not available at CUA). Employees, their spouses and dependent children will be subject to the same enrollment limitations as all other students.

A number of educational programs can be enriched by participation in overseas study programs sponsored or approved by CUA. As of the 1999-2000 academic year, employees' spouses and dependent children by birth or adoption who are eligible for tuition assistance and who have the opportunity to participate in a CA sponsored or approved overseas study program will be granted tuition assistance for the CUA portion of their tuition. All expenses billed to CUA including the tuition, fees, room and board for the overseas study program will be the responsibility of the student. The University reserves the right to charge an administrative fee for overseas study if, in the discretion of the University, it is necessary. The CUA tuition is the only part of the cost of the overseas study program that is included in the tuition assistance benefit. The semesters spent in an overseas study program will count toward the nine-semester maximum for undergraduate tuition assistance benefits.

Recipients of tuition assistance must fulfill the usual conditions for admission to the University, its degree programs and/or courses. Spouses and dependent children may receive tuition assistance only while enrolled in degree programs.

Tuition assistance will not ordinarily be granted to employees for courses offered during the employee's normal working hours. Occasionally exceptions are made when the course is directly related to the employee's current job. When, therefore, registration for and attendance in such a course is necessary, the employee must have the prior approvals of both the immediate supervisor and the cognizant Vice President. Time taken from the normal working hours to attend such a course must be made up with a schedule subject to the same approvals.

Authorization (HR 6.8.6.2)

Eligible employees who enroll in any of the schools of the University may receive full tuition assistance for four courses per year; however, employees are not permitted to take more than two courses per semester. This benefit is pro-rated for regular part-time employees.

The University will pay the full tuition for spouses and dependent children by birth or adoption of eligible employees provided that the spouses or dependent children are enrolled in undergraduate degree programs. The University will pay half of the tuition of spouses and dependent children enrolled in graduate degree programs if the employee is an eligible full-time employee who has been employed by the University since before July 1, 1980.

The Provost makes the determination of which degrees are graduate. The Bachelor of Sacred Theology (S.T.B.) is a graduate degree.

Tuition assistance benefits for graduate education for employees, spouses, and dependent children are subject to Federal and State income tax and FICA. Tuition assistance benefits for graduate courses will be treated as taxable income as required by Federal law.

A CUA employee's spouse or dependent child who is also a regular employee of CUA is not eligible for tuition assistance as a dependent. That person will have eligibility for tuition assistance by virtue of their employment at CUA and are subject to the policy limitations for employees.

Retirees (as defined in HR 6.9.1) may continue to receive tuition assistance benefits for spouses and dependent children by birth or adoption with the limitation that the benefit will be extended only if the spouse and dependent children were eligible at the time the employee retired and only for undergraduate programs. Retirees and their spouses may audit courses without charge, subject to the permission of the instructor of each course.

Surviving spouses and dependent children by birth or adoption of deceased employees with ten or more years of service will retain their eligibility for enrollment in undergraduate programs only. This eligibility applies for surviving spouses and dependent children even if they were not enrolled at the time of the employee's death. Tuition assistance will be extended to a surviving spouse and dependent children of a deceased employee with fewer than ten years of service at the time of death only for undergraduate programs in which they are already enrolled at the time of the employee's death. To be eligible for this benefit, dependent children by birth or adoption must retain their dependent status with the surviving parent or guardian.

Eligibility (HR 6.8.6.3)

Regular full-time and regular part-time employees become eligible for tuition assistance benefits for themselves upon successful completion of their initial evaluation period (normally the first three month of employment), and for their spouses and dependent children by birth or adoption after one year of employment. The three-month or one-year waiting period begins on the first day of regular employment and must be completed by the last day of regular registration. Administrative level employees and faculty members are eligible for tuition assistance benefits for themselves, spouses and dependent children by birth or adoption immediately upon hire.

Receipt of tuition assistance benefits is contingent upon continued employment for the entire semester or summer session for which tuition assistance was approved. In the event that an employee retires, terminates as a result of a reduction in force, or is approved for long-term disability during a semester or summer session for which tuition assistance was approved, his/her tuition assistance benefits will be continued through the end of the semester or summer session.

Approval of tuition assistance for a dependent child by birth or adoption is contingent upon proof of dependent status. CUA reserves the right to request appropriate proof before approving any application for tuition assistance for a dependent. Employees are required to provide proof of birth or adoption with the first application for tuition assistance for a dependent child.

Dependents or spouses who transfer into The Catholic University of America and receive tuition assistance are subject to the nine-semester limit less the equivalent number of whole semesters accepted for transfer by the cognizant School of the University. (For semester is calculated as 15 semester hours. For example, if the student transfers one completed semester plus additional credits that altogether total less than two semesters, the student has eight semesters of eligibility left.) Summer session credits should be calculated as fifteen credits being equivalent to one semester. Dependents may not pursue a second undergraduate degree in order to use the remaining semesters of eligibility.

Upon completion of an undergraduate program at CUA or any other college or university, no additional tuition assistance will be granted for undergraduate study.

Staff members may not study in a department or, in Schools without departments, the School where they work.

Financial Arrangements (HR 6.8.6.4)

Employees must submit applications for tuition assistance to the Office of Human Resources no later than the last day to add or drop courses as specified for each semester in the Academic Calendar published each year in Announcements. Employees are encouraged to submit tuition assistance applications as much in advance of each semester as possible, even if he/she is uncertain about the number of courses, number of semester hours or applicable School/Department. Revisions can be submitted once the student's registration is completed.

Tuition assistance benefits will not be approved retroactively.

Tuition assistance benefits do not cover fees.

If an employee receiving tuition assistance benefits terminates employment before the completion of a semester, for any reason other than retirement, reduction in force, or long term disability, tuition assistance benefits will be revoked and the employee will be responsible for paying the University the full amount of tuition charges for the semester.

Employee tuition assistance benefits may not be combined with other University scholarship funds.